top of page

Section G. Personnel




The Board of Directors acknowledges the risk of infection from bloodborne pathogens that employees may incur when they handle or participate in procedures that involve blood, other body fluids or other potentially infectious materials.


The Board directs the Principal to implement the mandated Occupational Safety and Health Administration (OSHA) standard to eliminate or minimize occupational exposure to potentially infectious material for employees who have a reasonable anticipation of exposure to blood and other body fluids.


The Principal shall prepare for Board consideration and approval an initial Occupational Exposure Control Plan with updates on at least an annual basis. The adopted plan shall be made available to all employees. The following issues shall be addressed in the plan:

  • Exposure determination;                                                                                                                                                      

  • Preventive measures including training, universal precautions, Hepatitis B vaccination, engineering controls, work practice controls, and personal protective equipment;


  • Post-exposure evaluation and follow-up; and


  • Recordkeeping.


Cross References: Bloodborne Pathogens Exposure Control Plan JLCCA HIV and other Bloodborne Pathogens


Adopted: 9/5/17




It shall be the policy of the Board not to hire personnel when the candidate is a member of the immediate family of a Board member or of the Executive Director.


Current employees shall not be terminated as a consequence of the subsequent election of an immediate family member to the School Board, but under no circumstance shall a spouse of a Board member or of the Executive Director be or remain an employee.  


No person shall be employed in a position that is within the jurisdiction of an administrative officer who is a member of the immediate family of such person.  No person shall be employed in a position where a member of the immediate family is responsible, in whole or in part, for the supervision and/or evaluation of the employee.


The Board may approve an exception to this policy where the Board determines that granting of such exception is in the best interest of the school. 

For the purpose of this section, the following definitions shall apply.


“Administrative Officer” shall mean any person who holds a supervisory position of Co-Director or higher rank, excluding school board members.

“Member of immediate family” shall mean spouse, brother, sister, parent, step-parent, child, step-child, or any person who lives in the same household. Board members are expected to recuse themselves from participating in any personnel action involving an immediate family member employed by the school.

Legal Reference:        20-A M.R.S.A. § 1002 



The Board of Directors is committed to the highest standards of behavior concerning the relationships between staff and students.  All staff members, including all employees, volunteers, independent contractors and agents, are expected to maintain the highest professional and moral standards of behavior in their conduct with students. 

Interactions and relationships between staff and students should be based upon mutual respect, trust and an understanding of the appropriate boundaries between adults and students in an educational setting.  The educational setting, for the purpose of this policy, includes approved curricular and co-curricular activities and the transportation of students participating in these activities. This policy should not be construed to prohibit appropriate interactions or relationships between staff and students outside of the educational setting such as those arising in the course of family or community social functions or activities that include parental supervision or consent.  Examples of such activities include, but are not limited to, scouting, church sponsored religious activities, athletic or cultural activities not sponsored by the school, and family or neighborhood social functions. 


Examples of Prohibited Conduct


Examples of unacceptable conduct between staff and students that is expressly prohibited include, but are not limited to, the following:


Any type of sexual or inappropriate physical contact with students or any other conduct that violates the School Board’s Harassment and Sexual Harassment of Students Policy (ACAA) or Harassment and Sexual Harassment of School Employees Policy (ACAB).


Meeting with a student outside the school grounds without prior notice to the Principal and the student’s parents or guardians except for school sponsored activities or as noted above in the second paragraph of this Policy.


Singling out a particular student or students for inappropriate personal attention and friendship beyond the usual staff/student relationship.


Encouraging students to confide their personal problems and/or relationships outside of the staff member’s school responsibilities.


Confiding in a student the staff member’s personal, family, or work issues beyond the usual staff-student relationship. 


Sexual banter, allusions or innuendo with students.


Staff members are expected to be sensitive to the appearance of impropriety in their conduct with students.  Staff shall discuss with the Principal or supervisor whenever they are not certain that particular conduct would be considered a violation of this policy. 


Reporting Violations


Students and/or their parents/guardians are strongly encouraged to notify the Principal or Executive Director or his/her designee(s) if they believe a staff member may have engaged or is engaging in conduct that may violate this policy


Staff shall promptly notify the Principal or the Executive Director or his/her designee(s) if they become aware of a situation that may constitute a violation of this policy. 


Disciplinary Action


Staff violations of this policy shall result in disciplinary action up to and including dismissal. 




This policy shall be included in all staff and student handbooks.



The MEAA Board recognizes that alcoholism and drug dependency are treatable diseases.  Left untreated, they may result in serious personal and family problems.  At the same time, the Board is also seriously concerned about the effects of alcohol and drug dependency upon an employee’s job performance and ability to serve as a role model for our students.


The Board believes strongly that all employees and students should be able to work and learn in an environment free from alcohol and drug abuse.  Accordingly, the Board expects all employees to report for work and to perform their duties in a manner which does not jeopardize the health, safety and well-being of co-workers and students. 


No employee shall distribute, dispense, possess, use or be under the influence of any alcoholic beverage, malt beverage or fortified wine or other intoxicating liquor.  Nor shall an employee unlawfully manufacture, distribute, dispense, possess, use or be under the influence of any narcotic drug, hallucinogenic drug, amphetamine, barbiturate, marijuana, anabolic steroid or any other controlled substance as defined by the  federal Controlled Substance Act [21 USC § 812]; by regulation at 21 CFR, § 1300.11 through 1300.15; and in 17-A MRSA, § 1101).  This applies before, during and after school hours, at school or in any other school system location, defined as follows: 


“School system location” MEAA in any school building or on any school premises; in any school-owned vehicle or in any other school-approved vehicle used to transports students to and from school or school activities; off school property at any school-sponsored or school-approved activity, event or function, such as a field trip or athletic event, where students are under the jurisdiction of the school; or during any period of time such employee is supervising students on behalf of the school system or otherwise engaged in school business.


Any employee who suspects that he/she may have an alcohol or drug dependency problem is strongly encouraged to contact his/her supervisor to seek voluntary diagnosis and treatment.  The employee will be provided confidential referral services to an outside agency upon request and assisted in determining the extent to which insurance coverage to help pay for such services is available.  All voluntary referrals shall be kept confidential.


Any illegal use, possession, furnishing, selling or provision of assistance in obtaining alcoholic beverages or scheduled drugs not covered by the preceding paragraph may, depending upon the circumstances, constitute sufficient grounds for discipline, up to and including dismissal.  Referrals under foregoing paragraphs of this policy will not preclude disciplinary action under this paragraph, depending on the circumstances.


As provided in the Drug-Free Workplace Act of 1988, any employee is required to notify the school of a criminal or civil conviction for a drug violation occurring in the workplace no later than five calendar days after such conviction.  In turn, the Executive Director his/her designee(s), within 10 calendar days of learning of such a conviction, is to give written notification to the U.S. Department of Education and to any other federal agency from which the school receives grant funds.


Appropriate disciplinary sanctions shall be taken against any employee who violates the terms of this school’s drug and alcohol policy, up to and including dismissal.  Any employee who violates the terms of this policy may be allowed to participate in a drug abuse assistance or rehabilitation program approved by the Board.  If such employee fails to satisfactorily participate in and complete such program, the employee shall have appropriate disciplinary sanctions taken against him/her, up to and including dismissal. 




The Executive Director or his/her designee(s) shall be responsible for developing and administering appropriate procedures to implement this policy. 




A copy of this policy is to be given or mailed to all current employees and to new employees at the time of their employment and is to be posted in appropriate locations throughout the school system.


Legal Reference:        21 U.S.C. § 812 (Controlled Substances Act)

                        21 C.F.R. §§ 1300.11-1300.15

                        Fed. P.L. 101-226

                        17-A MRSA § 1101



A.      Persons voluntarily seeking help with substance abuse issues should contact the administrator to whom they are accountable.


  1. The administrator will provide information about professional resources in the area offering evaluation and treatment services to substance abusers, and furnish such information to employees upon request.


  1. Within 48 hours after the initial contract, the administrator will contact the employee to determine if help is desired in scheduling an appointment with an area professional for evaluative purposes.


  1. The administrator may offer to accompany the employee to the first appointment.


  1. Employees voluntarily seeking help and the School Board agree to accept the results of a professional evaluation concurrently to maintain the employee's current job status pending the completion of prescribed treatment.


  1. Treatment may require varying periods of absence from the job.  An employee will be permitted to resume work duties upon receipt of a written evaluation from the treatment provider indicating that the employee's condition is sufficiently improved.


  1. Upon the recommendation of the treatment provider, short or long term health maintenance activities (AA meetings, periodic re-evaluations) may, at the discretion of the Executive Director his/her designee(s), become a condition of employment.


  1. A maximum effort will be made by the School Board to provide assistance to employees in restoring good health free from substance abuse.  Therefore, a failed first treatment program will be followed with a second professional effort using any sick and/or vacation time remaining to the employee.  Additional relapses will be handled in terms of job performance criteria.




Staff members who are HIV-positive or who have AIDS are protected from employment-related discrimination under the federal Americans with Disabilities Act (ADA) and the Maine Human Rights act (MHRA).  These statutes, which are almost identical, prohibit discrimination in employment on the basis of a person’s disability.  Confidentiality of the staff member shall be protected, as required in Maine Law.


Because of the inability to identify individuals who may be infected with HIV or other agents transmissible through blood and other body fluids, standard procedures shall be followed for cleaning and disinfecting all body fluid spills. The procedures for cleaning bodily fluid spills shall be reviewed annually by all school staff members.



The MEAA shall maintain records of current and former employees in the Office of the Executive Director his/her designee(s) in accordance with state and federal laws and regulations. 


Directory Information


As required by law, a record of directory information for each employee shall be open to inspection and copying by any person.  Directory information shall contain: 

  1. Name of employee;

  2. Date(s) of employment by the MEAA; 

  3. Regular and extra-curricular duties, courses, subjects taught, and any other responsibilities since the start of employment by the MEAA; 

  4. Post-secondary education institution(s) attended; 

  5. Major and minor field(s) of study as recognized by those institutions; and 

  6. Degrees received and dates degrees were awarded.


Confidential Information

As required by law, all information (except Directory Information) about an employee, applicant for employment, or an employee/applicant’s immediate family shall be kept confidential if it relates to the following:


  1. All information, working papers, and examinations used in the evaluation or selection of applicants for employment; 

  2. Medical information of any kind, including information pertaining to diagnosis or treatment of mental or emotional disorders; 

  3. Performance evaluations, personal references and other reports and evaluations reflecting on the quality or adequacy of the employee’s work or general character compiled and maintained for employment purposes; 

  4. Credit information;

  5. The personal history, general character or conduct of the employee or any member of the employee’s immediate family;

  6. Complaints, charges of misconduct, replies thereto and memoranda and other materials pertaining to disciplinary action; 

  7. Social Security number;

  8. Any teacher action plan and support system documents and reports maintained for certification purposes; and

 I.      Criminal history record information. 


Personnel Files Personnel files will contain a cumulative history of the staff member’s employment, including formal or informal employee work evaluations and reports relating to the employee’s character, credit, work habits, compensation and benefits.


Other Confidential Personnel Records

The MEAA must maintain the following confidential employee records separate from the personnel files: 


  1. Medical information of any kind; and


  1. Teacher action plan and support system documents and reports maintained for certification purposes. 


Disciplinary Action Information


Any written record of a decision involving an employee disciplinary action by the School Board shall not be included within any category of confidential information. 


Procedures for Review of Personnel Files

For the purpose of this section, a personnel file shall include, but not be limited to, any formal or informal employee evaluations and reports relating to the employee’s character, credit, work habits, compensation and benefits that are maintained by the MEAA for employment purposes.                           

  1. The Executive Director or his/her designee(s) shall, upon written request and within 5 business days provide the employee, former employee, or his/her duly authorized representative(s) with an opportunity to review and copy his/her personnel file, if the Executive Director has a personnel file for that employee.


  1. Reviews of personnel files shall take place at the location where the personnel files are maintained and during normal office hours. 

  2. The cost of any copying is to be paid by the person requesting the copy. 


  1. Access to confidential college placement records and letters of reference will be granted only to the Executive Director or his/her designee(s). 


Access to Personnel Files

Access to personnel files may be given to the following persons without the consent of the employee.


  1. The Executive Director or his/her designee(s) or other supervisor(s).  Personnel files are not accessible to individual School Board members.


                Relevant portions of a personnel file may be summarized and/or shared with the Board by the Executive Director or his/her designee(s) when consideration is being given to performance evaluation, continuation of employment or disciplinary action. 


  1. The general public shall have access only to the Directory Information as outlined above. 


Access to personnel files will not be granted to any other persons except under the following circumstances:


  1. When the employee gives written consent for the release of his/her records.  The written consent must specify the record(s) to be released and to whom they are to be released.  Each request for consent must be handled separately; blanket permission for release of information will not be accepted; and 


  1. Upon advice of counsel, when subpoenaed or under court order.


Records Management


The Executive Director has overall responsibility for maintaining and preserving the confidentiality of all employee/applicant records. The Executive Director may designate a staff member who shall be responsible for granting or denying access to records according to the guidelines in this policy.


Written reports shall be maintained in personnel files to document compliance with federal and state laws and regulations and School Board policies regarding employee evaluations.  Once a document is properly placed in a personnel file, it shall remain in the file permanently. 


Records Retention

MEAA will retain all personnel records in accordance with applicable laws and regulations.




MEAA shall comply with all applicable provisions of the federal Family and Medical Leave Act of 1993 (FMLA), the Maine Family Medical Leave Law, and any other Board policies and collective bargaining agreements regarding family and medical leave.


The Executive Director or his/her designee(s) is responsible for implementing administrative procedures to comply with this policy.


Legal Reference:        26 USC § 2601 et seq.

                        29 CFR Part 825

                        26 MRSA § 843 et seq.


Cross Reference:        GBN-R1 – Family and Medical Leave Act Administrative Procedure

                        GBN-R2 – Maine Family Medical Leave Administrative Procedure




The following administrative procedure covers the main provisions of the federal Family and Medical Leave Act (FMLA).  The guidelines in no way attempt to modify the Act, which should always be referred to when questions about implementation arise.  The school is responsible for analyzing each employee request for leave to determine whether he/she is eligible under the federal and/or state statute.  When an employee is eligible for leave under both the federal and state statutes, the applicable law with regard to each benefit shall be the one that provides the greater benefit (usually federal FMLA).


To be eligible for FMLA leave you must have been employed by MEAA for at least 12 months when the leave commences and have worked at least 1,250 hours in the previous 12 months. Should you need to request a leave you are required to provide at least 30 days notice of the intended day upon which the family medical leave will commence and terminate, unless prevented by medical emergency from giving that notice. All leave taken for FMLA-qualifying purposes shall be counted toward your FMLA entitlement.  


MEAA will continue to pay it’s share of your health insurance premium while you are on unpaid FMLA leave. You must pay your share of the premium on a monthly basis. If you fail to return to work after exhausting your FMLA entitlement you will be required to reimburse MEAA for health insurance premiums paid during the leave to the extent permitted by FMLA regulations.


The FMLA leave shall be unpaid and shall commence and run concurrently with any paid benefit to which an employee is entitled.  While on FMLA leave, employees may use available paid leave in accordance with Policies ‘Sick Leave’, ‘Sick Bank’ and/or ‘Paid Time Off’.

Employees requesting leave for their own serious health conditions must provide medical certification from their health care provider for the need and duration of the requested leave. Employees requiring leave to care for a family member with a serious health condition will be required to provide medical certification from the family member’s physician documenting the family member’s health condition.


In the care of leave for serious health conditions the leave may be taken intermittently or on a reduced hours basis if such leave is medically necessary. If intermittent or reduced hours leave is taken, the employee may, in some circumstances, be transferred to another position with equivalent pay and benefits. Employees needing intermittent or reduced schedule leave must attempt to schedule their leave so as not to disrupt MEAA operations. 


Before returning to work if you take an FMLA leave for your own serious health condition, you must submit a certificate from  a health care provider indicating that you are able to return to work and perform the essential functions of your job. Upon return from an approved FMLA leave, employees will be able to return to the same position or a position with equivalent pay and benefits. 


Legal Reference:        26 USC § 2601 et seq., 29 CFR Part 825




The following administrative procedure covers the main provisions of the Maine Family Medical Leave Act.  The guidelines in no way attempt to modify the statute, which should always be referred to when questions about implementation arise.  The school is responsible for analyzing each employee request for leave to determine whether he/she is eligible under the federal and/or state statute.  When an employee is eligible for leave under both the federal and state statutes, the applicable law with regard to each benefit shall be the one that provides the greater benefit (usually federal FMLA).




An employee must have been employed by the same employer for 12 consecutive months and not taken such leave within the immediately preceding 24-month period, or have used less than 10 weeks of family medical leave.


Under the Maine Family Medical Leave Act, an eligible employee is entitled to up to 10 consecutive weeks of leave during a 24 month period for the following reasons:


 Serious health condition of the employee;

The birth of the employee’s child;

Placement of a child 16 years of age or less in connection with the adoption of the child by the employee; or Serious health condition of a child, parent, or spouse.

Serious health condition MEAA an illness, injury, impairment, or physical or mental condition that involves inpatient care in a hospital, hospice or residential medical care facility or continuing treatment by a health care provider. 




The school may require certification from a physician to verify the amount of leave requested.  An employee who in good faith relies on treatment by prayer or spiritual MEAA, in accordance with the tenets and practice of a recognized church or religious denomination may submit certification from an accredited practitioner of those healing methods.


An employee requesting leave shall provide at least 30 days’ notice of the intended dates upon which the leave will commence and terminate, unless prevented by medical emergency from giving required notice.

Any leave taken from Maine Family Medical leave qualifying purposes, including leave taken under employment policies, bargaining agreements, or contracts, shall also be considered leave under the Maine Family Medical Leave and shall be applied to an employee’s 10-week Maine Family Medical Leave entitlement every 24-month period.  When paid leave taken for Maine Family Medical Leave qualifying purposes is exhausted, the balance of Maine Family Medical Leave shall be unpaid.


During Maine Family Medical Leave, an employee shall be permitted to continue his/her medical insurance plan, providing the employee remits the monthly premium to the Executive Director’s Office no later than the first day of the month for which the premium is due.  Upon an employee’s return to work, he/she will be restored to his/her previous position or to a position with equivalent seniority status, benefits, pay, and other conditions and terms of employment.

An employee taking Maine Family Medical Leave for his/her own serious health condition may be required to submit certification that he/she is fit to return to work and is able to perform the functions of the position.


If at the end of the allowable leave under Maine Family Medical Leave the employee is unable to return to work because of his/her own serious health condition, the Executive Director (or his/her designee) and School Board may consider a request for extension of unpaid leave and benefits on a case-by-case basis. 


An employee who is not eligible for Maine Family Medical Leave may be eligible for federal Family and Medical Leave.


Legal Reference:        26 USC § 843 et seq.




The following criteria apply to requests for unpaid leaves of absence not covered by Negotiated Agreement.  


  1. An extended leave of absence for an employee may be granted at the discretion of the school board for a period of up to one school year.  This time period will not be extended except in extreme cases as determined by the Executive Director (or his/her designee).  Probationary employees are not eligible for a leave of absence.


  1. Such leave shall be without pay.   Service credit will not be earned while on the leave of absence, but upon return to active employment the employee will continue from the experience level where s/he left off. 


  1. Such leaves may be granted for reasons including, but not limited to, professional study, child rearing and personal or family medical problems.  In addition to other relevant factors, consideration shall be given to the relation between the proposed leave and the applicant's present assignment when such leave is requested for professional study, and to the circumstances presented by the applicant when leave is requested for other reasons.  The overriding consideration in granting or denying any such leave will be the welfare of the students.


  1. Any request for such leave shall be submitted in writing and in a timely manner to the Executive Director.  If, in the judgment of the Executive Director or his/her designee, the request does not meet the above expectations, the request may be denied; this decision is final. If the Executive Director or his/her designee agrees believes the request meets the elements, s/he will bring a recommendation for approval to the School Board.         


  1. The Executive Director or his/her designee shall develop a written procedure, which includes timelines for notification, decision and return to work.



In response to an Act to Promote Equity of Opportunity for Women in Administrative Positions in the Public School System (PL 1990, Chap. 889), the School Board affirms its commitment to the strict prohibition of discrimination in employment on the basis of race, national origin, religion, sex, sexual orientation, marital status, age, status as a veteran or disability, and to the principle of affirmative action to obtain wide and representative candidate pools.


In accordance with 20-A MRSA, §1001.13, the Executive Director or his/her designee(s) shall prepare a procedure designed to ensure nondiscriminatory practice in recruitment and hiring all positions requiring administrator certification, as well as to result in selection of the most qualified candidates.  


Moreover, upon each occasion of administrative vacancy, the Executive Director or his/her designee(s) shall review the procedure and make appropriate adaptations as may be warranted by special circumstances.


In accordance with 20-A MRSA, § 4502.4-A, the school’s Affirmative Action Plan shall include: a description of the status of the school’s nondiscriminatory administrator hiring practice: plans for in-service training programs on gender equity for teachers, administrators and the School Board; and the relationship of the above to the State’s goal for the employment of women in administrative positions. 




These procedures implement School Board Policy No. GCFB and are designed to establish a thorough, efficient and nondiscriminatory practice for the recruiting and hiring of the most qualified candidates for administrative positions. 


  1. Job Description Development/Review


To ensure that a written role description of the vacant position accurately represents the current functions and needs, the Executive Director or designee (the School Board in a Executive Director search) is to:

  1. Conduct a review of (if none exists, develop) the job description, with input from persons affected by the position;

  2. Include the criteria (skills, knowledge, abilities) required to perform the duties/responsibilities of the position; and

  3. List the minimum qualifications (training, education and experience) for the position.


B.      Recruitment

To attract a strong pool of qualified candidates, the Executive Director or designee is to advertise (except in circumstances described in K below) by:

  1. Posting the notice of the vacancy within the school;

  2. Identifying and notifying other possible sources of potential candidates, such as professional associations, educational administration programs and placement offices at colleges and universities in Maine and other states, and the Maine Department of Education. 


C.      Screening

To ensure that a fair and efficient screening process will occur, the Executive Director or designee is to:

  1. Ensure that all applications are reviewed by more than one individual with attention given to an unbiased regard for the criteria and qualifications in the job description;

  2. Appoint a screening panel with representation as deemed appropriate to the particular vacancy;

  3. Provide orientation on confidentiality and equity issues to screeners;

  4. Eliminate all candidates who do not meet the minimum qualifications;

  5. Conduct preliminary reference checks, as appropriate;

  6. Select candidates for interview based on the degree to which they meet the criteria and demonstrate the skills, knowledge and abilities outlined in the job description; and

  7. Notify applicants not selected for interview. 


D.      Interviewing

To ensure that the interview process will be conducted in a legal and proper manner, the Executive Director or designee is to:

  1. Appoint an interview panel (may be the same persons who serve the screening function) with representation as deemed appropriate to the particular vacancy;

  2. Provide orientation on the process including the function and extent of responsibility of the panel, the weighting of criteria and the nomination/hiring procedure; and

  3. Conduct training to ensure that panel members are aware of the legal aspects of interviewing, including confidentiality and equity issues. 

The interviewing panel is to:

  1. Design interview questions which match the criteria and the duties/responsibilities outlined in the job description; and

  2. b. Provide equal opportunity for the candidates to respond to the same questions/questioners.


E. Selection

The interview panel is to:

  1. Individually assess the candidates according to their answers to the job description-related questions, rating and commenting on each using a specially prepared form corresponding to the questions/criteria; and

  2. Submit a report to the Executive Director or designee, including the individual rating forms as well as a list (usually 2 to 4) of candidates to be considered further for the position.


The Executive Director or his/her designee shall:

  1. Have reference contacts made, as appropriate, to check perceived strengths and weaknesses of the candidates;

  2. Review the material on the finalist candidates to determine whether additional information is needed;

  3. Conduct final interviews of any or all finalists, as deemed necessary;

  4. Select the most qualified candidate who fits the criteria and the duties/responsibilities outlined in the job description, based on his/her own professional judgment along with those of the interview panel (or, reject all finalists, reopen the position and begin the process anew); and

  5. Have any further reference checks made, as appropriate.


F.  Nomination/Employment

The Executive Director or designee is to:

  1. Notify and obtain agreement of the successful candidate,

  2. Inform the interview panel; and

  3. Nominate and employ the successful candidate in accordance with state law and local policies.


G.      Notification

The Executive Director or /designee may:

1.      Notify the other candidates interviewed. 


  1. Orientation and Support

To ensure that the new administrator is provided with the proper information about the system and job expectations, the Executive Director or designee is to provide an orientation that includes expectations of the duties/responsibilities of the position along with the policies and procedures of the school.


Record Keeping

To ensure that the confidentiality of employee and applicant records are properly maintained, the Executive Director or designee is to provide for the maintenance in secure files of all applications and documentation of the hiring, screening and interviewing process for a period of three (3) years.


  1. Confidentiality

To ensure that confidentiality is maintained throughout and permanently following the hiring process, the School Board, all employees involved, and any other participants are to maintain absolute confidentiality about candidates, including names, in accordance with state law (20-A MRSA § 6101).  The School Board is to assume responsibility through the Executive Director for providing adequate orientation at appropriate stages of the process, including at the completion.


  1. Hiring of Current Employees

The school may forego one or more of the steps set forth in sections B-E of this procedure and appoint a person who is currently employed by the school to fill an administrative position only if the Executive Director, after consultation with the School Board, determines that the following circumstances exist:


  1. The currently employed candidate is exceptionally well qualified for the position; and

  2. The decision to forego all or part of the recruitment and screening process will not detract from the goals of this policy.




The Board recognizes the importance of developing, maintaining, and extending the skills of staff members and encourages employees to engage in programs and activities that will lead to their professional growth and increased competence.


The Executive Director is authorized to initiate programs and activities that are designed to serve the following purposes:


  1. To provide a structure through which staff members can stay abreast of new developments in their areas of specialty; 

  2. To familiarize staff members with new research and innovative teaching methods; 

  3. To assist staff members in the process of change and school improvement; and 

  4. To facilitate the development, implementation and evaluation of new programs.


Within budgetary limitations, visitations and attendance at conferences may be approved by the Executive Director in accordance with Board policy.


Legal Reference:        Ch. 125 § 8.08 (Me. Dept. of Ed. Rule) 



The use of effective instruction is the single most important factor in a student’s learning. To ensure effective instruction is delivered consistently, it is also important to provide meaningful professional development and effective feedback.  At Maine Arts Academy, our focus shall always be on our guiding principles that are centered on our students and staff. Our guiding principles are:


All teachers should grow and learn.

+Evaluation systems foster growth and reflection.

+Teaching and learning is a cause and effect relationship.

+Teaching is collaborative and requires honest feedback.

+Teachers are the most important factor in student learning, providing relationships, connections and content knowledge.


I. Explanation of the Legislation:                                                  

The Maine legislature passed LD 1858, which states “the superintendent is responsible for implementing a performance evaluation and professional growth system for all teachers and Principals.” (PEPG) The subsections in the legislation also require superintendents to “use effectiveness ratings of educators to inform strategic human capital, decision making, including, but not limited to, decision making regarding recruitment, selection induction, mentoring, professional development, compensation, assignment and dismissal.” The work on this new evaluation system is to occur collaboratively in a committee comprised of teachers, Principals, and the superintendent.                      

The new required elements of an evaluation and growth system are:

- professional practice standards for educators.

- multiple measures, including student learning and growth measures.

- four rating levels.

- methods for combining multiple measures into a summative rating.

- description of results and consequences of being placed under each level.

- a process for using information from the evaluations to inform professional


-the opportunity for an educator rated “ineffective” to implement a professional

 Improvement plan.


II. Explanation of the Committee’s recommended teaching standards and evaluation tool:         MEAA uses a proficiency based system for evaluation. The focus of MEAA’s evaluation tool is on growth in the following areas:


 1. Classroom Strategies and Behaviors                               

 2. Planning and Preparing for Instruction                                                    

 3. Reflecting on Teaching

 4. Collegiality and Professionalism                                                                                                                                                                                                             

Maine Arts Academy Evaluation Process:


A. Yearly Goal Setting:

  1. Goals are established in collaboration with the teacher and administrator.

  2. All teachers establish yearly goals by September 30.

  3. One personal goal established by the site teachers in collaboration with the site administration

  4. One district-wide goal established by the superintendent


B. Observation and Feedback Process:

  1. Administrators will conduct walkthroughs for all teachers.

  2. At minimum two walkthroughs (Fall and Spring) will be conducted for teachers.

  3. All teachers will receive written feedback on established goals.

  4. If walkthrough feedback suggests areas of concern, the teacher and Principal will debrief on the feedback shared.


 C. Evaluation:

  1. An informal observation will occur prior to December 15 for all teachers.

  2. The opportunity to meet and discuss feedback shall always be available to the teacher after the informal observation.

  3. Teachers will be formally evaluated each year

  4.  A formal evaluation will include a pre and post conference.

  5. A formal evaluation will be completed by April 15. 


Based on the following scoring system, teachers will receive a score from the evaluator

4 (95-100%)    Highly Effective

3 (80-95%       Effective

2  (70-75%)    Needs Improvement

1  (< 75%)       Ineffective                                         


E. Educator Effectiveness Scale:                                                                            

A final summative score will be determined by a combination of instructional practice (80%) and student growth (20%).


F. Support Plan Development :                              

Teachers who receive a ‘needs Improvement’ rating will:                                       


  • After the first evaluation year, collaborate on a monitored growth plan with


  • Before December 15 of the second evaluation year, the teacher and administrator will meet to discuss evidence of progress on monitored growth plan:

1. If the teacher shows progress on growth plan and the administrator confirms, the teacher will be removed from the established monitored growth plan for the remainder of the year.


2. If the teacher does not show progress on growth plan, the teacher will be placed

on the formal evaluation process for the remainder of the school year.


3. If at the end of the second year the instructional evidence indicates another                    needs Improvement rating, the teacher will collaborate with the administrator to establish a direct growth plan for the third year.


4. If the teacher receives a needs improvement rating at the conclusion of the

third year, it is just cause for nonrenewal.


5.Teacher who receives an Ineffective Teacher rating will:                                                            

  • Collaborate with administrator to establish a direct growth plan

  • If teacher receives an Ineffective rating in the second year, the rating will serve as

  • Just cause for nonrenewal


G. Student Learning and Growth Measures:


1.The Northwest Evaluation Association (NWEA) assessments will be used to assess student growth.


2.Spring-to-Spring assessments (NWEA/Standards) will be used for growth targets.


3.The teacher score will be based on one level’s growth on the continuum of each child receiving instruction from that teacher. Results will be based on individual student evidence of learning throughout the year and/or on end of learning experience assessment assigned to measure achievement.


4. Special education teachers will be assessed by students on caseload who meet IEP goals.


5. The student growth measures (20%) score will be added to the instructional practice score.


Approved:  12/3/17                           




A well-planned and systematic program of supervision and evaluation of performance tied to educational outcomes is vital to the ongoing improvement of the instructional program.  It is the Board’s responsibility to ensure that sufficient administrative time and energy are expended to supervise (observe and assist) and evaluate (measure and assess) teachers.  The evaluation program shall address all aspects of teaching performance and recognize that the fulfillment of student needs is of primary importance.


The Executive Director, in consultation with the Board, shall be responsible for development, implementation and periodic review of a comprehensive program of supervision and evaluation, which shall be adopted by the Board.  The program shall provide for minimum standards for the number and frequency of formal performance reviews, with the understanding that probationary teachers require closer support and more frequent performance reviews. Probationary teachers shall in any event be evaluated during, but not limited to, their second year of employment.


  1. Criteria used for evaluation shall be in written form and made permanently available to the teacher; 

  2. Evaluations shall be made by an immediate supervisor/administrator, or by other person(s) designated by the Executive Director;


  1. Results of the evaluations shall be put in writing and shall be discussed with the teacher; 

  2. The teacher being evaluated shall have the right to attach a memorandum to the written evaluation; and 

  3. Results of all evaluations shall be kept in confidential personnel files maintained at the Executive Director’s office.


In keeping with the Board’s goal of employing the best qualified staff to provide quality education for all students, all teachers are expected to participate fully in the evaluation process, self-appraisal and continuous improvement of professional skills. 

Supervision and evaluation policies and procedures are not negotiable in collective bargaining.


Legal Reference:        20-A MRSA §§ 1055, 13802  Ch. 125 §§ 4.02(E) (3), 8.08 (Me. Dept. of Ed. Rule) 



The Executive Director or his/her designee(s) shall implement and supervise an evaluation system for all administrative personnel.  A report shall be made to the board annually on the performance of all administrators, with recommendations regarding their employment and/or salary status.


Formal evaluations shall be made at least once a year, but more often during the first two years in an administrative capacity.  They shall be conducted according to the following guidelines:


  1. Evaluative criteria for each position shall be in written form and made permanently available to the administrator; 

  2. Evaluations shall be made by the Executive Director, designee, or the administrator’s immediate supervisor; 

  3. Results of the evaluations shall be put in writing and shall be discussed with the administrator; 

  4. The administrator being evaluated will have the right to attach a memorandum to the written evaluation; and 

  5. Results of all evaluations shall be kept in confidential personnel files maintained by the Executive Director or his/her designee. 

Legal Reference:        Ch. 125 §§ 4.02(E)(3), 8.08 (Me. Dept. of Ed. Rule) 




The Board authorizes the Executive Director or his/her designee, in consultation with the Board Chair, to accept all employee resignations.  Such acceptance shall be effective when first communicated to the employer orally or in writing.  Acceptance shall be confirmed in writing to the employee. The Board shall be informed of the resignation at their next regular or special meeting.


Policy No: GCQG


Effective Date: March, 2016



The MEAA Board of Directors believes that feedback from departing employees provides constructive information that benefits the school.  Therefore, the MEAA offers exit interviews to all departing employees of the school.  Should an employee leaving the school decline an interview, he/she will be offered the opportunity to give feedback to the school by MEAA of a written questionnaire, within thirty days if possible.

The exit interview will be conducted by Human Resources who agrees to maintain confidentiality in a way that does not identify the individual following the interview.  It is understood that confidentiality will be maintained for the purpose of eliciting the most useful feedback.  It is the responsibility of the Executive Director or designee to bring to the Board of Director’s attention issues the Board may need to address. 


Approved by the MEAA Board of Directors: March, 2016




The following personnel policy applies to staff, except as otherwise provided for in any negotiated agreement between the School Board and a recognized Association.  This policy does not establish a contract between the school and any employee, and it may be changed without prior notice.


  1. Hiring Employees

The Executive Director or his/her designee has the authority to hire all support employee. Such decisions shall be final.


  1. Probationary Period

All employees shall serve a probationary period of ninety days from the date of hire.


  1. Evaluations

Supervisors shall evaluate the employees they supervise at least once per year on a form provided by the Human Resources and signed by the supervisor and the employee, with a copy to the Executive Director or designee.  


  1. Unsatisfactory Performance or Misconduct

The employee shall be counseled by the supervisor for instances of unsatisfactory performance or misconduct.  Any counseling or disciplinary actions imposed shall be documented by the supervisor, with a copy to the employee and a copy to the Executive Director or his/her designee.  A supervisor’s disciplinary determinations may be reviewed by the President/Executive his/her designee(s) Director, whose decision is final.


  1. Discharge

The Executive Director or his/her designee has the authority to discharge any and all employees, and Such decisions shall be final.


  1. Reconsideration

An employee may request reconsideration of any action pertaining to this policy by writing to the Executive Director or his/her designee within ten calendar days after the employee receives notice of the action.  The Executive Director or his/her designee shall respond to the appeal in writing within ten days after receiving the written request.  If, however, the employee requests a meeting and such meeting is held, then the Executive Director or his/her designee shall respond to the appeal in writing within ten days after the meeting.  Such written decision shall be final.


  1. In matters of discharge, the employee may address the School Board, in Executive Session, at its next regularly scheduled meeting to petition for reconsideration.  The School Board shall take such petition for reconsideration under advisement and may make a recommendation to the Executive Director his/her designee(s) to reconsider the matter.  The School Board’s recommendation shall be advisory in nature.

Section I. Instruction



 It shall be the policy at the MEAA that the school and the board continuously review and evaluate existing programs and practices and adjust, modify, or change them as found advantageous in effectively meeting the needs of students and the expectations of the community.  Therefore:


  1. The board expects the administration and faculty to be perpetually sensitive to changing conditions that may require changes in curriculum;


  1. The board expects all programs to be under continuous evaluation to see that they meet the needs of children; 

  2. The board expects the school system to undertake intensive curriculum evaluation and revision as the need for this is demonstrated;


  1. The Executive Director is expected to inspire, lead, guide and direct the process of keeping the school system abreast of growing community aspirations as well as advancing knowledge and new educational approaches;


  1. It is expected that curriculum development and revision be achieved with appropriate involvement of administration, instructional and support staff, students, community and the board; and 


  1. The school board shall review and adopt all curriculum guides, course descriptions, and courses of study prior to their implementation.


To enhance a sound, basic educational program, the board expects curriculum revision to reflect such critical issues in our present society as:  a) the relationships between humans and their environment; b) traditional American values relative to family and civic responsibility; c) American and state heritage; and d) recognition that people are members of the world community.




Maine Arts Academy computers, network, internet access and other emerging technologies will be provided to support the educational mission of the school.  The policy and the accompanying rules also apply to computers issued directly to staff whether in use at school or off school premises.


Employees will be provided with computing resources necessary for their job responsibilities.  However, employees may be allowed to use privately-owned computers at school with prior authorization only, provided that they comply with this policy and accompanying rules.


  1. Personal Use of School Computers

School unit computers, network and internet services are provided for purposes related to school programs and operations and performance of employees job responsibilities.  Incidental personal use of school computers (defined as use by an individual for occasional person communications which do not interfere with job responsibility) is permitted as long as such use: a) does not interfere with an employee’s job responsibilities and performance; b) does not interfere with system operations or other system users and c) does not violate this policy and accompanying rules or any other board policy/procedure or school rules.


2.  Policy and Rules are Mandatory

Compliance with this policy and the accompanying rules concerning computer use is mandatory.  An employee who violates this policy and/or any rules or laws governing the use of the school unit’s computers shall be subject to disciplinary action, up to and including termination. Illegal use of the school’s computers, network or other technology either at school or other location will also result in referral to law enforcement.


3.  No Right to Privacy

MEAA computers remain under the control, custody and supervision of the school at all times.  The school reserves the right to monitor all computer and internet activity by employees, whether on or off school premises.  Employees have no expectation of privacy in their use of school computers, network and internet services.


4. Notification of Policy and Rules

Employees shall be informed of this policy and the accompanying rules through handbooks, the school website and other means selected by the Executive Director.  It should be understood that it is the employee’s responsibility to read and understand these policies and rules annually.



5. Implementation and Rules

The Executive Director is responsible for implementing this policy and the accompanying rules.  Additional administrative procedures or school rules governing the day to day management and operations of the school unit’s computer systems or other technology may be implemented, consistent with Board policies and rules.


Approved 9/4/19

bottom of page